Planning a successful event takes many steps, and there are some basics that you simply can’t forget. Sure, people might not care if one or two tiny things change, but if core details go astray, then your event could turn into a disaster. To help you avoid missteps, we’ve put together a check list of some things that you can’t afford to forget when planning your event.
1. Make Registration Simple
When you are building your event page, make sure that it is incredibly easy to register. Only require necessary points of information such as name, email address and phone number. Ask for a mailing address or a job title if it makes sense, but try to to limit the data that you collect on attendees to five items. While it might be nice to know how they heard about your event, if you bog people down with too many questions, they may gravitate away from your page. People hate online forms and you don’t want them to feel like registering for their event is like applying for a mortgage.
2. Set a Clear Date, Time & Location
As you develop your event page, you will likely be focused on the persuasive images and language that you need to entice people to come to your event. However, while developing all of the fun stuff, don’t forget to include some of the basic information. Make sure that the date, time and location of your event are clear. Provide directions to the venue and information on hotels if necessary. You want to make it as easy as possible for people to know how to find you at the right place, at the right time on the right day.
3. Promote the Event Page
A great event page is not enough if no one visits it. You’ve spent the time to design and write copy for your event page and you can’t stop there. Make sure that people hear about it by sending out emails, updating your social media pages and handing out flyers at other events. Also, encourage people that have already registered to spread the word. Your emails can recommend that people forward the message to a friend, and they can include easy links to share the data on social media.
4. Remember the Capacity
If you’re event space can hold 100 people, don’t allow 1000 people to register for the event online or you will have chaos on game day. Ensure that your digital promotion is supporting your real world efforts and not adding stress. Make sure to set limits on online your registration program so as to avoid these headaches. Set a limit on the number of registrants if you think space could run out.
5. Establish a Cancellation Policy
No event planner is thrilled to hear that a registered attendee has to cancel, but sometimes things come up. Decide if people are allowed to register for your event and then cancel. If so, make this policy clear so as to avoid any confusion. Do they have to cancel by a certain date? Do they get a complete refund if they cancel? Decide the answers to these questions and make it clear to attendees.